7 Reasons Your SAM.gov Entity Validation Documents Get Rejected (and How to Fix Each)

If your SAM.gov entity validation documents get rejected, it is almost always one of seven fixable problems: a name or address that does not match what you typed, a P.O. box, an outdated recurring document, an unofficial artifact, a non-English file with no certified translation, a blurry or incomplete scan, or vague incident text. None of these mean your business is ineligible. Below is each reason a validation incident is rejected, plus the exact way to fix it and resubmit.

Entity validation confirms your legal business name and physical address before SAM.gov issues your UEI and lets you register. When the system cannot match you automatically, you submit documents through an incident ticket for a human to review. That manual review is where rejections happen, and understanding the rules turns "validation failed" into a quick correction.

The 7 reasons SAM validation documents get rejected

1. The document is too old (recurring vs foundational)

SAM.gov treats documents differently based on type. Recurring documents, such as a bank statement or utility bill, must be dated within the last five years. Foundational documents, such as articles of incorporation, can be any age as long as your name and address have not changed since they were issued. If they have changed, pair the foundational document with a current secondary document that reflects the present details.

Fix: Check the date on every recurring document and replace anything older than five years with a recent one. If you rely on an old foundational document, add a current proof alongside it.

2. The name and address do not exactly match what you typed

The legal name and physical address on your documents must match, character for character, the values you entered in SAM.gov. On top of that, at least one document has to show both your current legal name and your current physical address together. A missing suite number, an abbreviation difference, or an old address will fail the check.

Fix: Reconcile your SAM.gov entry and your documents so they read identically, and make sure one file clearly carries both the legal name and the physical address.

3. You used a P.O. box or a mailbox-service address

P.O. boxes and commercial mailbox-service addresses, including a UPS Store box, are rejected every time. SAM.gov requires a real physical location.

Fix: Use a physical street address. If your business has no separate office, your home address is acceptable.

4. A non-English document has no certified translation

If a document is not in English, it needs a certified English translation. That means the entire document is translated, not just a portion, and the translation includes a certification statement. A machine translation or an informal one will be rejected.

Fix: Obtain a certified translation of the complete document and submit it together with the original.

5. The file is an unofficial artifact

SAM.gov rejects items that are not official records. That includes your original SAM application, screenshots of a web form that has not been processed yet, DUNS or D&B screenshots, and agreements you typed up yourself. There is one useful exception: a screenshot of your active Secretary of State business-registry record is accepted.

Fix: Submit issued, official documents. If you want to use a registry screenshot, capture your active Secretary of State listing rather than an unprocessed form.

6. The document quality is poor

Low-contrast scans, files that are cut off at the edges, and submissions missing pages all get rejected because the reviewer cannot confirm the details.

Fix: Submit clear, complete documents where the name, address, and date are all readable and any official seals are visible. Redact only the sensitive data you do not need to share, such as full account numbers, and leave the identifying details intact.

7. The incident text is vague

A ticket that just says "see attached" does not tell the reviewer what you are asking for, and it tends to fail. The text needs to state the exact change you want.

Fix: Be specific. For example: "The entity shows the correct name but the wrong address; please change it to 123 Main St, Anywhere, CA 90210." Clear instructions get acted on faster. For more wording you can adapt, see our SAM validation ticket examples.

How to fix a rejected validation submission

When an incident is rejected, do not start over. Correct the problem and add your documents to the same ticket:

1. Read the rejection reason on the existing incident before changing anything.
2. Confirm at least one document matches, character for character, the name and address you typed.
3. Swap out any P.O. boxes, outdated recurring documents, or unofficial artifacts for accepted types.
4. Upload clear, complete files with the name, address, date, and any seals visible.
5. Attach them to the existing incident and state the exact requested change. Do not open a duplicate ticket.

Documents SAM.gov accepts and rejects

Knowing which documents are accepted up front prevents most rejections. For a fuller treatment, see our guide on what documents you can use to validate your entity in SAM.gov.

What to expect after you resubmit

There is no fixed turnaround for manual review. It can take anywhere from a few days to a few weeks, so resubmit clean documents the first time and resist the urge to open another ticket while you wait. For the full picture, read how long SAM.gov entity validation takes. For the complete process from start to finish, our pillar guide on how to pass SAM.gov entity validation ties every step together, and our getting started guide turns it into a checklist.